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Accounts Payable Duties: A Complete Guide for Hiring Managers

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Diverse accounts payable team discussing job duties and responsibilities with financial dashboards visible on office monitors

Executive Summary

Defining clear accounts payable duties is essential for attracting qualified candidates and building effective finance teams. Creating effective accounts payable job descriptions requires clarity about core duties, experience-level expectations, and strategic hiring approaches. This guide provides hiring managers with a framework for defining accounts payable job duties across entry-level, mid-level, and senior positions. According to the Bureau of Labor Statistics, over 285,000 professionals work in billing and posting clerk roles, with median wages of $48,650 and significant variation based on experience ($36,200 to $71,330+). The Society for Human Resource Management reports that filling positions takes an average of 42 days at a cost of $4,700 per hire. However, with clear accounts payable job description responsibilities and strategic posting, you can attract qualified candidates faster. This guide covers essential accounts payable duties and responsibilities, how to write compelling job descriptions, what candidates look for, and when to seek professional recruiting support.

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Finding the right person for your accounts payable team shouldn’t feel like solving a puzzle with missing pieces. Yet many hiring managers struggle to define exactly what accounts payable duties should include in their job postings.

Vague job descriptions create problems. When accounts payable duties and responsibilities aren’t clearly outlined, you end up with a flood of unqualified applications or no applications at all. Meanwhile, invoices pile up and vendors start calling about late payments.

This guide breaks down the essential accounts payable job duties you need to include in your job description. You’ll learn which responsibilities matter most, how to structure them for different experience levels, and what language attracts qualified candidates.

 

Understanding Core Accounts Payable Duties

Accounts payable duties center on managing money your company owes to vendors and suppliers. According to the Bureau of Labor Statistics, there are over 285,000 people working in billing and posting clerk roles, which includes accounts payable positions.

Furthermore, the median annual wage for financial clerks, which includes accounts payable positions, was $48,650 in May 2024, according to the Bureau of Labor Statistics. However, wages vary significantly based on experience, with the lowest 10% earning less than $36,200 and the highest 10% earning more than $71,330. These professionals keep cash flowing smoothly and maintain positive vendor relationships.

Primary Accounts Payable Duties

Every accounts payable position includes certain non-negotiable duties. Invoice processing forms the foundation of the role, meaning staff receive invoices, verify their accuracy, and enter them into your accounting system. Additionally, staff members must check that prices match purchase orders and quantities align with what was received.

Payment processing comes next. Specifically, AP team members prepare checks, initiate ACH transfers, or set up wire payments. They follow your company’s payment schedules and take advantage of early payment discounts when available. Consequently, this requires understanding payment terms and managing cash flow considerations.

Vendor communication represents another critical duty. In this capacity, AP staff respond to payment inquiries, resolve invoice disputes, and maintain positive working relationships. Strong communication skills prevent misunderstandings and keep your supply chain running smoothly.

Supporting Accounts Payable Responsibilities

Beyond the primary duties, accounts payable roles include several supporting functions. For instance, month-end closing activities require AP staff to ensure all invoices are recorded in the correct period. Similarly, they prepare accruals for goods received but not yet invoiced. This work directly impacts your financial statement accuracy.

Record keeping and filing may seem mundane, but proper documentation helps companies pass audits and resolve payment disputes quickly. Therefore, AP team members maintain organized files of invoices, payment confirmations, and vendor agreements.

Tax compliance duties include collecting W-9 forms from new vendors and preparing 1099 forms at year-end. Notably, these tasks require attention to detail and understanding of IRS requirements. Mistakes in this area can result in penalties for your company.

 

Accounts Payable Job Description and Duties by Experience Level

Not all accounts payable job duties require the same skill set. As a result, matching duties to experience level helps you attract appropriate candidates and set realistic expectations.

Entry-Level Accounts Payable Clerk Job Duties

Someone new to accounts payable can handle fundamental tasks with proper training. Data entry forms the bulk of their daily work, as they input invoice information into your accounting system. During this process, they ensure accuracy in vendor names, amounts, and account codes.

Basic three-way matching is another core AP clerk job duty. This means comparing the purchase order, receiving document, and invoice to confirm they align. When discrepancies appear, entry-level staff escalate them to supervisors rather than resolving them independently.

Filing and organizing documents keeps records accessible. In practice, new team members scan paper invoices, attach supporting documents to electronic records, and maintain filing systems. While this seems simple, it builds their understanding of your AP workflow.

Customer service through vendor communication develops over time. Initially, entry-level staff can answer basic questions about payment status and provide copies of remittance information. They should know when to involve more experienced team members for complex issues.

Mid-Level Accounts Payable Job Duties

After gaining experience, AP professionals take on more complex responsibilities. Independent invoice processing becomes standard, allowing them to handle invoices from start to finish without constant supervision. At this level, they make judgment calls on minor discrepancies.

Dispute resolution falls within their scope. Specifically, mid-level staff investigate why invoices don’t match purchase orders, work with receiving departments to resolve issues, and communicate solutions to vendors. This requires both analytical skills and diplomacy.

Month-end activities include preparing accrual entries and reconciling AP sub-ledgers to the general ledger. Additionally, they identify aged items requiring attention and prepare reports for management review. These tasks directly support financial close processes.

Process improvement opportunities become visible at this level. Experienced AP staff notice inefficiencies and suggest better ways to handle recurring situations. Moreover, they may help implement new procedures or train newer team members.

Senior Accounts Payable Clerk Duties

Senior accounts payable professionals operate with significant autonomy. They oversee complex vendor relationships, particularly those involving multiple purchase orders or intricate payment terms. Furthermore, their experience allows them to negotiate payment arrangements when cash flow issues arise.

System administration duties often fall to senior staff. In this capacity, they maintain vendor master files, set up new vendors in your ERP system, and ensure data integrity. When your company implements new AP software, they play key roles in testing and training.

Supervisory responsibilities may include reviewing work performed by junior team members. Senior staff ensure accuracy standards are met and provide guidance on handling unusual situations. Consequently, they serve as escalation points for challenging vendor issues.

Audit support becomes a major duty. During audits, senior AP professionals gather documentation for external auditors, explain your processes, and implement recommended controls. Their deep knowledge of your AP function makes them invaluable during audit season.

Diverse accounts payable team collaborating in modern office reviewing invoices and job descriptions on computer screens

 

Writing Effective Accounts Payable Job Description Responsibilities

The way you describe accounts payable duties and responsibilities directly impacts who applies. Clear language helps qualified candidates see themselves in the role while discouraging those without relevant experience.

Structure Your Accounts Payable Job Description

Start with a brief overview before listing specific accounts payable job duties. Two or three sentences explaining the role’s purpose and reporting structure provide context. For example: “The Accounts Payable Specialist processes vendor invoices and manages payment cycles for our manufacturing operations. You’ll handle approximately 300 invoices monthly while maintaining accurate financial records.”

Group related duties together rather than listing them randomly. This organization helps candidates understand the workflow and assess their fit.

Use bullet points to improve readability. Each bullet should describe one specific duty. Keep individual bullets to one or two sentences.

Action-Oriented Language for Duties

Begin each duty description with a strong action verb. “Process invoices” is clearer than “responsible for invoice processing.” Other effective verbs include verify, reconcile, prepare, maintain, coordinate, resolve, and analyze.

Specify the scope of each duty when possible. Instead of “handle vendor inquiries,” write “respond to vendor payment inquiries via phone and email within one business day.” The added detail helps candidates understand expectations.

Quantify accounts payable job duties where relevant. “Process approximately 200-250 invoices weekly” gives candidates a sense of volume. Similarly, “prepare twice-monthly check runs totaling $500,000+” indicates the financial responsibility involved.

Common Mistakes to Avoid

Vague language creates confusion. “Handle various AP tasks” tells candidates nothing useful. Instead, specify what those tasks include. Similarly, “must be detail-oriented” is overused. Describe situations requiring attention to detail, like “verify invoice line items match purchase order pricing and quantities.”

Avoid listing every possible duty you can imagine. Focus on activities that consume at least 5% of weekly work time. Aim for 8-12 key responsibilities.

Don’t confuse duties with qualifications. “Maintain professional vendor relationships” is a duty, while “three years of AP experience” is a qualification. Keep these sections separate.

Professional woman writing accounts payable job description on laptop in modern office with ample workspace

 

Accounts Payable Job Description for Resume: Candidate Perspective

Understanding how candidates view accounts payable job description responsibilities helps you write more effective postings. Job seekers compare your posting against their experience to determine if they’re qualified. Additionally, they assess whether the role represents career growth.

What Candidates Look For in Job Duties

Career progression matters significantly. Candidates want to see accounts payable duties that build on their current skills while adding new challenges. For instance, someone with two years of basic invoice processing seeks opportunities to learn reconciliation or reporting.

Technology and tools influence application decisions. Listing your specific accounting software (NetSuite, SAP, Oracle, QuickBooks, etc.) helps candidates assess their preparation. Many AP professionals seek experience with enterprise systems to advance their careers.

Work environment details affect interest levels. Remote or hybrid options appeal strongly to AP professionals. Flexible schedules help work-life balance.

Matching Language to Experience

Entry-level candidates scan for phrases like “training provided” and “supportive team environment.” They want assurance they won’t be thrown into complex situations without guidance. Terms like “foundational AP experience” signal appropriate expectations.

Experienced professionals respond to different language. Phrases like “independent judgment” and “process improvement” indicate autonomy and growth potential. Similarly, “lead implementation” or “mentor junior staff” attract those ready for more responsibility.

Industry-specific experience deserves a mention when relevant. Construction companies should note work with progress billings. Healthcare organizations can highlight insurance reimbursements.

Creating Your Accounts Payable Job Description Template

A solid template saves time and ensures consistency across multiple AP positions. Rather than starting from scratch each time, you can customize a proven framework.

Essential Components

Every accounts payable job description needs certain elements. The position title should be straightforward: Accounts Payable Clerk, AP Specialist, or Senior AP Coordinator. Avoid creative titles that reduce searchability.

Company information comes next. Two to three sentences describing your industry, size, and culture help candidates visualize the workplace. Specific details like “recently invested in AP automation” provide substance.

Reporting structure clarifies the organizational hierarchy. “Reports to the Controller” or “part of a five-person AP team” helps candidates understand their place in the department.

Customization Points for Duties

Your specific accounts payable duties list requires the most customization. Use the experience-level frameworks outlined earlier, then adjust for your company’s unique needs. For example, a manufacturing company might emphasize inventory receiving coordination while a professional services firm may focus on time and expense report processing.

Required qualifications should match the actual duties. If you’re hiring entry-level, don’t demand five years of experience. Conversely, complex duties like system administration require appropriate background.

Compensation information improves application rates. Providing a salary range shows transparency. Include standout benefits like remote work options or flexible scheduling.

Testing Your Description

Before posting widely, test your accounts payable job description with someone in a similar role. Ask them to read it and explain what the job involves. If they misunderstand key duties, revise those sections.

Check that your description complies with employment laws. When in doubt, have your HR team review the posting before it goes live.

Getting the Most From Your AP Job Posting

A great job description only helps if the right people see it. Strategic posting increases your chances of finding qualified candidates quickly.

Where to Post

General job boards like Indeed and LinkedIn reach broad audiences. These platforms work well for entry-level and mid-level positions. Most job seekers start their searches here, so you’ll receive plenty of applications.

Accounting-specific job boards target professionals actively seeking finance roles. Sites like AccountingJobsToday or Going Concern reach candidates with relevant backgrounds. The applicant pool may be smaller, but qualification levels tend to be higher.

Your company website should always include current openings. Many candidates research companies directly before applying.

Timeline Expectations

Filling AP positions typically takes three to six weeks. According to the Society for Human Resource Management, the average time to fill a position is 42 days, with an average cost per hire of $4,700. For accounting and finance roles specifically, these timelines can extend when seeking candidates with specialized software experience.

Several factors affect hiring speed. Competitive markets with low unemployment take longer. Remote positions often fill faster since geography doesn’t limit options.

If you need someone quickly, consider temporary or contract options. Staffing firms can provide qualified AP professionals within days. Many temp-to-hire arrangements let you evaluate fit before making permanent offers.

When to Seek Professional Help

Some situations call for recruiting support. If you’ve been posting for over a month with few quality applications, something isn’t working. Finance and accounting staffing firms can diagnose the issue and provide solutions.

Specialized requirements also warrant professional assistance. A recruiter’s pre-screened candidate pool saves time. Firms with extensive networks can identify qualified professionals you might never reach through job boards.

Time constraints make the strongest case for recruiting help. When you need someone starting within two weeks, traditional posting won’t work. Recruiters maintain relationships with passive candidates who aren’t actively job hunting but might consider the right opportunity.

While the Bureau of Labor Statistics projects a 6% decline in bookkeeping and accounting clerk positions through 2034 due to automation, approximately 170,000 job openings are expected each year. Competition remains strong for qualified candidates, particularly those with experience in modern AP automation systems.

Moving Forward With Confidence

Clear accounts payable duties make all the difference in hiring success. When you precisely describe what the job involves, qualified candidates can self-select appropriately. Consequently, you spend less time reviewing inappropriate applications and more time interviewing people who can actually do the work.

Match accounts payable job description responsibilities to your actual needs rather than creating wish lists. Be specific about daily tasks, tools used, and success metrics. Your job description competes with dozens of others, so stand out by being transparent about duties and realistic about qualifications.

Struggling to find qualified accounting professionals in today’s competitive market? VALiNTRY specializes in placing finance talent at organizations like yours, from staff accountants to CFOs. Connect with our team to streamline your next hire.

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